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7.1 Scan to Email Function

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Overview

• Scan to E-Mail– The MFP scanner option sends mail with

scan data via SMTP server.

• New functions– Search and register the mail address from

LDAP server.– Register the mail message.

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Scanner deliver/storage function

• Scan to Email and Scan to Deliver functions do not work at the same time.• The default setting of destination list is set in the “ Destination List Priority”

in the Scanner settings.• The customer can change deliver/mail/folder functions at the operation

panel.• Various Scanner Features (resolution, scan size, scan type, image density)

can be set in the operation panel.• The mail address can be input directly, and also the mail address can use

the address book in the MFP.• The mail address can search from LDAP server, the searched mail address

can use the local address book in the MFP.

HDD

Delivery Server•ScanRouter V2 Lite•ScanRouter V2 Pro/Enterprise

Mail Server•SMTP server•Exchange server

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Specification• Mail Server: SMTP Server• Protocol:TCP/IP,SMTP

– SMTP port number can be changed.

• Network Interface:– Ethernet(10BASE-T/100BASE-TX), IP over 1394, Wireless LAN

• Scan Mode: Text(Print), Text (OCR), Text/Photo,Grayscale, Text(Full Color), Photo(Full

Color) Full color mode only supports Model UC1.

• File Format: TIFF/Multi page TIFF/JPEG/PDF• Scan Resolution: 600dpi

– Variable range of scan resolution: 100dpi,200dpi,300dpi,400dpi,600dpi

• Maximum scan size:297mm x 432mm• Address book

– Up to 2000 user address includes user code.

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Custom Size

• Scan Size Custom SizeOriginal Size X1 = 140 – 432 mm

Original Size Y1 = 140 – 297 mm

Starting Point X2 = 0 – 422 mm

Starting Point Y2 = 0 – 287 mm

Scan Size X3 = 10 – 432 mm

Scan Size Y3 = 10 – 432 mm

ＲY3

Y2

Y1

X1X2 X3

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File FormatsStore Scan to E-Mail/ Delivery Server/Folder DeskTop

BinderSingle Page TIFF/JPEG

Multi Page TIFF Multi Page PDF

•Scan to E-mail•Scan to Deliver

Text (Print) TIFF TIFF Multi Page TIFF PDF

Text (OCR) TIFF TIFF Multi Page TIFF PDF

Text/Photo TIFF TIFF Multi Page TIFF PDF

Photo TIFF TIFF Multi Page TIFF PDF

Grayscale (Compression Off)

TIFF TIFF Multi Page TIFF PDF

Grayscale (Compression On)

JPEG JPEG PDF PDF

Text(Full color)*

(Compression Off)

TIFF TIFF Multi Page TIFF PDF

Photo(Full color)*

(Compression Off)

TIFF TIFF Multi Page TIFF PDF

Text(Full color)*

(Compression On)

JPEG JPEG PDF PDF

Photo(Full color)*

(Compression On)

JPEG JPEG PDF PDF

Store the document

TIFF TIFF Multi Page TIFF PDF TIFF

JPEG JPEG PDF PDF JPEG

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File Name• Model UC1/Model MTC1/Model AC3 v1/Model BC2

– SDOCnnnn.extension nnnn: random number extension: jpg, tif, pdf

• Mode AC3ef/Model RC3 or later MFP– The user can input the file name from operation panel. When the user doesn’t input t

he file name, the MFP automatically creates the following file name.– yyyymmddhhmmssMMMMnnnn-n.extension yyyy: Year

mm: Month dd: Day hh: Hour mm: Minute ss: Second MMMM: millisecond nnnn: page number n: number ( only available on the Scan to Folder function)

When same name available in the folder, add the specified number in the file name. extension: jpg, tif, pdf

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Setup Procedure• Network Settings

– IP Address– Subnet Mask– Gateway Address– DNS Server (from Web Status Monitor/telnet)

• SMTP Settings– SMTP Server Name (from Web Status Monitor/telnet)– SMTP Port (from Web Status Monitor/telnet)

• Default setting is 25.

– SMTP authentication settings• POP before SMTP• SMTP AUTH

• LDAP Settings– LDAP Server name– Search base– LDAP authentication– Search option

• E-mail Address Book Settings– From Operation Panel– From E-Mail Management Tool of SmartNetMonitor for Admin– From Web Image monitor

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Web browser Setup/Configuration

• Configuration– TCP/IP

• Domain Name When inputting the Domain

name, this name includes mail header.

• DNS Server 1• DNS Server 2• DNS Server 3

– E-mail settings• Admin mail• Server name• Port number• SMTP Auth

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SMTP Authentication

• Support SMTP Authentication– POP before SMTP(RFC2476)

• Some SMTP servers request that the client needs to check own mail box with POP before using SMTP for sending e-mail.

• This function prevents others from connecting to the SMTP server inappropriately by connecting to the POP server to authenticate the user before e-mail is sent.

– SMTP Auth(RFC2554)• This function prevents others from connecting to the SMTP server

inappropriately by requiring that the SMTP User Name and SMTP Password be entered to authenticate the user when e-mail is sent.

– LOGIN» Send user name (text data) to SMTP server, and then send password

(text data) to SMTP server.– PLAIN

» Send plain text data (User name and Password) to SMTP server.– CRAM-MD5

» Send the encryption data (User name and Password) to SMTP server.

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Configuration : SMTP Authentication

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Configuration : POP before SMTP

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LDAP• LDAP (Lightweight Directory Address Protocol)

– When register the LDAP server in the MFP, the MFP can search the user from LDAP server, and also search results (user name and e-mail address) can register the address book in the MFP.

– The MFP cannot synchronize the LDAP server. When changing the user name in the LDAP server, the address book in the MFP cannot change.

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LDAP Structure

OU= NSS, OU= Service, O= Ricoh, C= JP

OU= Solution, OU = Marketing,O= Ricoh, C= JP

OU= Marketing, O= Ricoh, C= JPOU= Service, O= Ricoh, C= JP

O= Ricoh, C= JP

CN= Masahito Kawana, OU= NSS, OU= Service,

O= Ricoh, C= JP

CN= Tetsuya Fukkohshi, OU= NSS, OU= Service,

O= Ricoh, C= JP

CN= Taro Ricoh, OU= Solution, OU = Marketing,O= Ricoh, C= JP

Attribute:O: OrganizationC: CountryOU: Organization UnitCN: Common NameMail: mail address

Entry:Mail: masahito.kawana@nts.ricoh.co.jpFax: 045-477-1764Tel: 045-477-1787

Entry::Mail: Fukkoshi@nts.ricoh.co.jpFax: 045-477-1764Tel: 045-477-1787

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Configuration : LDAP

User tools -> Key Operator Tools -> LDAP• Identification name• Server name• Search base• Port number• Authentication

– User name/Password

• Search Option– Attribute– Key display

• Connection test

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Address Management Tool

• SmartNetMonitor for Admin– Address Management Tool

• Add/Delete user/group• Import/Export user/group

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Address Management Tool• Import/Export data (CSV format)• Add new user

– Registration number– Name– Key Display– Title– E-mail Address/ Sender settings– Group– User code

• Add new Group– Registration number– Name– Key Display– Title– User

•Add new user Add new Group

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E-mail Address Book settings in Operation Panel

• User tool – System settings – Key Operators Tools– Address Book Management

Set NameSet User code and Available Functions

– If the customer want to use the user code management, please set this function.

– Maximum account number of User code is 500. Total (e-mail account and user code) account number is 2000.

Set E-mail AddressSet Group

– When the customer registers group in the MFP, the customer can select the Group name.

– When LDAP server registers in the MFP, the user can register from LDAP server.

– Group Management Set group

Group Name, key display, title settingThe customer can see the group member in this settings.

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Address book settings from Web browser

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Operation• Procedure

– Set document– Select/Input/Search destination address– Set configuration of scan settings, if necessary– Set subject/message, if necessary.– Set sender– Press Start Key

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Operation• Scan to E-mail settings

– Destination Address:TO: CC: BCC• The destination address can search from LDAP server.

– Sender Address• The customer should set the sender address.• When the mail cannot be delivered to the destination

address, the mail will be sent to the senders.• Sender address is set in the “from” field in SMTP mail.

– Subject/Message• The customer can attach the subject/message in the mail.

– Notification setting• When using this function, the client mailer software should

support MDN(Message Disposition Notification:RFC2298) mode.

– File Type settings• The customer selects the file type using this function.

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Operation Panel Setup/Configuration• When using the Email function, you can

configure following items.

• User Tools: System Settings– Interface setting– File transfer setting– Key Operator Tools

• User Tools: Scanner Settings– Scan settings– Destination List settings– Send settings

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Operation Panel Setup/Configuration

• Senders Name Default– Scan to E-Mail function should be set to the

senders name. When setting the Key Operators mail address, it uses this as the default sender address.

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Max. Scan to E-Mail Size

• If the customers mail environment has a limited amount of e-mail storage space, the customer should configure this setting.Important– MFP scanner application encodes binary data to text data.

Data size becomes about 1.4 times larger. Therefore if the customer mail size is 3MB, this setting should be set to 2MB.

2MB Binary/Text Encode 3MB

Scanned Data (Binary File) Encoded Data (Text File)SMTP Server

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Divide & Send Scan to E-Mail• The function is applied only when [Max. Scan to

E-mail Size] is selected.– Yes (per page)– Yes (per max. size) When selecting the per max. size, scanned data is divided and sent.Some mailers such as Outlook Express merges the divided data. (Lotus

Notes doesn’t support this merging function)If the client mailer doesn’t support divided data, please select per page.

155KB

115KB

120KB

155KB

Page1

Page2

Page3

Page4

Max.Scan to E-mail Size = 300KPer page

Page1 and Page2

Page3 and Page4

Mail

155K

115K

120K

155K

Page1

Page2

Page3

Page4 Multi-page TIFF545KB

Max.Scan to E-mail Size = 300K

300K

245K

Mail

Per max. size

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How to merge the divided file.About Divide and Send Email]When using the divided mail function of Scan to Email, the mail client must support "Content-Type: message/partial" header of MIME.

However the Lotus Notes Client/Outlook 2000 doesn't support "content-type: message/partial" MIME header. Outlook Express supports it.This is a specification of Mail client software.The attachments encodes by Base64.The decoder utility fixes the problem.

This is a decoder utility software Decode Shell Extension 4.5 (Free software).You can download it from the following links.http://download.com.com/3000-2381-9029522.html?tag=lst-0-8

Procedure as follows.1)Install the Decode Shell Extension 4.52)Save the attachments3)Change name and extensions Attachment 1 to C1.eml Attachment 2 to C2.eml Attachment 3 to C3.eml Attachment 4 to C4.eml Attachment 5 to C5.eml4) Combine the files from command prompt as binary data Copy C1.eml + C2.eml /b Copy C1.eml + C3.eml /b Copy C1.eml + C4.eml /b Copy C1.eml + C5.eml /b5) Decoding C1.eml file from right click menu6) The file appears.

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Message/Subject• E-mail message settings

– Use up to 80 alphanumeric characters, 5 lines– The customer can register the e-mail message up to 5.– The customer can enter the e-mail message manually when sending the mail.

When the customer doesn’t select the e-mail message, the mail includes following message.

This E-Mail includes attached file(s) sent From "RNP6F0669" (Aficio 1075).Scan Date: 03.18.2002 10:01:45 (+0900)Queries to: kawana@ricoh.com

• Subject Settings– Use up to 64 alphanumeric characters

• The customer can attach the subject from this settings.– The customer can register the subject up to 12.– The customer registers the subject of the scanned document.

• Scan to E-Mail mode:– Used as the subject of E-Mail

• Scan to delivery server mode.– Used as Document Information

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Programs

• The customer can register 10 sets of scan settings in the MFP. – Scan Type

• Text(Print)/Text(OCR)/Text Photo/Photo/Gray Scale –Model UC1/MtC1

• Text(Full Color)/Photo(Full Color) – Model U-C1

– Resolution• 100dpi/200dpi/300dpi/400dpi/600dpi

– Image Density• Auto or select from a graduation of 7 steps.

– Scan Size• Auto Detect/Selected Paper size/Custom Size

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Troubleshooting1

• Confirmation of Scan to E-Mail1. Confirm the network settings

Ping “MFP IP address”Ping “SMTP server IP address”

2. Confirm the client settingsSend mail from client software to own mail address.

3. Confirm the SMTP serverTelnet “SMTP server IP address” “Port number”Eg., Telnet 192.168.1.105 25– When the server sends a message such as the following text,

it means the SMTP server is working“220 mailserver.ricoh.com ESMTP Server (Sendmail) ready”

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Troubleshooting 2• E-mail address is used for SMTP Authentication.

When using SMTP Authentication, you must register this e-mail address.

• When the message “Cannot communicate with SMTP server. Check the serverstatus.“ is displayed, check whether SMTP User Name and SMTP Passwordare correct and whether PLAIN, LOGIN, or CRAM-MD5 *1 is selectedas the method of authentication.

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Troubleshooting 3• Even when you specify a sender name with SMTP authentication,

the Key Operator’s name will appear in the “from“ field of the e-mail when the e-mail is received.

• When you specify a sender name with SMTP authentication, a reply mailfrom the receiver will be sent to the sender. If an error has occurred in the mailserver because of entering wrong addresses etc., a reply mail notifying of theerror will be sent to the address set in Key Operator’s E-mail Address.

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Appendix1:Scanned Files Status List

The customer can confirm the scanning job from status button on the operation panel. Also he can print the scanning job list from MFP. The list includes the following items.

• Date/Time• Destination

– When multiple destinations were selected, the first selected destination is displayed.

• Sender• File Name• Status

– Indicates whether delivery was successful or resulted in an error.

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Appendix2: Mail HeaderTo: E-mail address, which is selected in To field.Cc: E-mail address, which is selected in Cc field.From: selected Sender's E-mail address or Key Operator's E-mail addre

ss.Reply-To: selected Sender's address. This line is added when SMTP Auth f

unction is ON.Subject: specified SubjectDate: sent date.Disposition-Notification-To: specified sender's address.

When user sets "Return Receipt" to ON, this line is added. If user doesn't set "Return Receipt", this line is deleted.

MIME-VERSION: 1.0 Content-Type: multipart/mixed; boundary=“file name"Message-ID: user defined characters@(domain name) or (Ether MAC address).

When domain name is set, it is domain name. When domain name is not set, Ether MAC address is inserted.

Content-Type: image/tiff; name="xxxx.tif" (an example of TIFF file)Content-Type: application/pdf; name="xxxx.pdf" (an example of PDF file)Content-Transfer-Encoding: base64Content-Disposition: attachment; filename*0=--"xxxx.pdf" --(an example of PDF file)

Note: Bcc is not inserted in Mail header.